Importing and Exporting Extended Fields

Accolade provides Administrators and Process Designers the ability to export custom details, called extended fields, from one Accolade environment and import it into another Accolade environment. For example, your company may have a test environment set up during your implementation, or you may have company branches that are new to Accolade that are hosted in a separate environment. Instead of having to recreate extended fields in each environment, download the information and import it into the new environment.

The download exports the extended fields configuration into a spreadsheet file with the information in the following tab within the file:

• Extended Fields

To export extended fields:

1. From the System menu, select Configuration > Extended Fields.
2. Click Download in the top right corner of the page.

By default, the file exports automatically to a temporary internet files directory. Save it to a more accessible location.

To import extended fields into Accolade:

1. Ensure the data within the spreadsheet meets the requirements for a successful import.
2. Remove any extended fields that you do not want to include in the upload from the spreadsheet and save the file.
3. From the System menu, select Configuration > Extended Fields.
4. Click Upload in the top right corner of the page.
5. Click Load File and select the spreadsheet file to load.
6. Click Upload File.

Accolade uploads the changes to the extended fields in the spreadsheet.

7. (Optional) Click Print to print the import results for your records.

Extended Fields Settings Included in the Spreadsheet File

The columns in the downloaded spreadsheet include the settings for each extended field in the order listed below. For a description of each extended field setting, see Adding Custom Details Throughout Accolade.

Important! Using the import and export tools to update configuration can result in unintended changes if information is missing or creates an error during the import process. Sopheon recommends reviewing Importing and Exporting Configuration Components Best Practices before making changes in a production environment.

• Extended Fields

   

  Column Name	Accepted Values on Upload*	Additional Notes
  Extended Field System Name	Valid extended field system name	Used for matching for upload. If an extended field exists, its settings are changed with the values in the uploaded file. If invalid, the extended field does not upload.
  Extended Field Name	Any	If blank, the extended field does not upload.
  Extended Field ID	Valid system field ID	If blank, the extended field does not upload.
  Datatype	Date Fields List Fields Long String Fields Multi-Select List Fields Number Fields String Fields	If blank, the extended field does not upload.
  Query	Valid query in Accolade	Either Query or Defined List must be entered if the Data Type is a List Field or Multi-List Field. If not a list field, leave blank.
  Defined List	Any	Separate list items using the pipe ( | ) character. Either Query or Defined List must be entered if the Data Type is a List Field or Multi-List Field. If not a list field, leave blank.
  Activities	Yes, Y, True, 1, X*	All other values are treated as No on upload.
  Deliverables	Yes, Y, True, 1, X*	All other values are treated as No on upload.
  Pools	Yes, Y, True, 1, X*	All other values are treated as No on upload.
  Timesheets	Yes, Y, True, 1, X*	All other values are treated as No on upload.
  User Active	Yes, Y, True, 1, X*	All other values are treated as No on upload.
  User Required	Yes, Y, True, 1, X*	All other values are treated as No on upload.
  User Searchable	Yes, Y, True, 1, X*	All other values are treated as No on upload.
  Order	Any number	The field is set to 0 on upload if no value is entered or the value is not a number.

  * For any column that accepts Yes, Y, True, 1, or X, you can also enter No, N, False, or 0 if it helps you when entering data in the spreadsheet. All values other than Yes, Y, True, 1, or X are treated as No when you upload the spreadsheet.